Inventory & Operations Coordinator

POSITION SUMMARY

The Inventory & Operations Coordinator is a critical operational hub for our marine engine repair services. You will manage the complete inventory lifecycle-from parts procurement and vendor relationships to job preparation and field team coordination. Beyond inventory, you'll serve as the operational backbone supporting our field team, ensuring every job has confirmed estimates, complete parts inventory, and clear scheduling. This role requires someone who thrives in a fast-paced, detail-oriented environment and takes ownership of operational excellence.

PRIMARY RESPONSIBILITIES

Inventory Management & Procurement

Manage all parts ordering, tracking, and vendor communications based on job requirements identified by field technicians and inventory planning

Monitor incoming deliveries, confirm receipt accuracy, and immediately flag discrepancies with vendors and support reschedule jobs as needed

Organize and stage parts for individual jobs, ensuring complete kits are ready before field team deployment

Support Systems Administration by monitoring inventory and vendor pricing for discrepancies, flagging errors, and assisting with audits or corrections when inconsistencies are identified.

Track parts usage across jobs to identify cost patterns and inventory optimization opportunities

Manage relationships with multiple vendors, troubleshooting delays and sourcing alternative parts when needed and available

Estimates, Work Orders & Job Coordination

Work with field technicians to build parts lists, obtain vendor quotes, and generate cost components for formal estimates

Confirm all vendor-quoted parts align with field technician assessments and that estimates include complete parts lists before sending to customers

Daily: Collect WO sheets and job documentation from field team; flag missing or incomplete documentation immediately

Daily: Review scheduled jobs to ensure all required parts are in inventory and properly staged

Coordinate with Office Admin on appointment scheduling and suggest adjustments based on parts availability and job readiness

Prepare work orders and parts documentation for invoicing or deposit processing, ensuring all materials are complete before submission to CFO

Act as the bridge between field technicians' needs and office operations, proactively identifying and escalating bottlenecks

Tools & Systems Management

Work within Zoho ecosystem (or equivalent systems) to track job status, parts inventory, and scheduling

Zoho FSM

Zoho Inventory

Zoho Workdrive and Files (Documents, Spreadsheets, Slides)

Maintain organized records of all parts lists, vendor quotes, and cost data

Generate reports on inventory turnover, inventory shrinkage, and timeline between process stages

Support pricing sheet uploads and maintain accuracy of all pricing data in system

KEY QUALIFICATIONS

Required

2+ years of inventory management, operations coordination, or similar role (warehouse, field service, or manufacturing environment)

Proficiency with inventory management or ERP systems; Zoho experience a plus

Strong organizational and multitasking skills-you'll manage dozens of jobs in various stages simultaneously

Excellent attention to detail; one missed part can halt an entire job

Ability to work independently while supporting others; self-motivated problem-solving is essential

Clear, professional communication with field team, vendors, and office staff

Basic proficiency with spreadsheets and data entry

Preferred

Experience in marine services, automotive repair, or similar technical service environment

Familiarity with marine engine components or technical parts terminology

Experience with vendor management and negotiations

Knowledge of field service management systems

Personal Attributes

Detail-oriented, systems-minded, and calm in a methodical approach.

Proactive about identifying and escalating issues before they become problems

Comfortable with ambiguity-you'll help improve and refine this role and processes as the company grows

Strong customer service mindset to interface with customers who walk into the office

REPORTING STRUCTURE & COLLABORATION

This role reports to the owners and works closely with:

Field Technicians - Daily communication on parts needs and job progress

Office Admin - Scheduling coordination and administrative support

Field Service Manager - Overall job flow and priority management

CFO/Finance - Parts invoicing, cost tracking, and pricing accuracy

Vendors - Ongoing parts sourcing and delivery management

WORK ENVIRONMENT

Location: Office-based with occasional off-site errands.

Hours: Monday through Friday 8:00am-4:30pm

Physical Demands: Ability to organize and move parts inventory; comfortable in warehouse/shop environment

Tools: Computer (email, spreadsheets, Zoho systems), phone.

COMPENSATION & BENEFITS

Hourly Pay: $25-$30 per hour, depending on experience and systems proficiency

Paid Time Off (PTO)

Paid Holidays

Paid Sick Leave (in compliance with California requirements)

Health Benefits: Open for discussion based on needs and eligibility

Retirement: CalSavers retirement savings program provided

Waterfront parking permit provided

Growth Opportunity: This is a newly created role with the opportunity to shape systems and processes as the company grows

WHAT MAKES A SUCCESSFUL HIRE

You'll know you're succeeding when:

Every job sent to the field has confirmed estimates, complete parts inventory, and clear scheduling

Parts arrive with zero discrepancies or delays are flagged 48 hours in advance

Field technicians don't waste time searching for parts; everything is organized and ready

Pricing data stays current without manual oversight required with discrepancies or errors promptly identified and reported to the Systems Administration (your systems work because you keep them fed)

The daily WO sheet review happens smoothly with no missing documentation surprises and completed work flows smoothly to invoicing, ensuring consistent and predictable cashflow.